Index
What is this integration?
The Prinex integration lets you pass Golfmanager's invoices and tickets to accounting without typing them by hand. Golfmanager generates a file with the accounting entries for whatever you select, and that file is imported into Prinex (the management ERP, widely used in real-estate and construction groups).
Prinex is a business management ERP. The file Golfmanager generates is a text file (.txt) with the data separated by semicolons, in the format Prinex knows how to read to incorporate the invoices automatically.
What problem does it solve?
Eliminates manual entry of invoices and tickets in accounting.
Reduces typing errors in amounts, accounts and VAT.
Saves time at the monthly or quarterly close.
Keeps consistency between what is invoiced in Golfmanager and what is recorded in Prinex.
Which systems does it connect and in which direction does the data flow?
The integration works in a single direction: from Golfmanager to Prinex.
It is an on-demand export: you select the invoices or tickets and generate the file when you need it.
Prinex does not send information back to Golfmanager.
The "bridge" is the file Golfmanager downloads and that is then loaded into Prinex (it is not sent on its own).
What information is exported?
For each invoice or ticket, the file includes several lines depending on their type:
Line type | What it contains |
Customer (S) | The customer's data (name, tax ID, address, account…) |
Header (F) | The invoice totals and the VAT breakdown (up to four rates) |
Detail (J) | One line per concept, with its account and amount (base) |
The amounts are in euros.
Prerequisites (before activating the integration)
Have invoicing active in Golfmanager.
Have the Prinex module installed.
Billing permissions to access the export.
An accounting account on each product subfamily (used as the product code in Prinex).
Knowing how the accounting is set up in Prinex (accounts and construction project/promotion code).
How to set it up (step by step)
Step 1 — General Prinex configuration
Log in to Golfmanager with a user that has billing permission.
Go to Settings > Billing > Prinex.
Enter the Default accounting account (the customers' one; it usually starts with 43).
(Optional) Enter the Prinex Construction project/promotion code.
Save the changes.
Step 2 — Default customer for tickets
In the same configuration, fill in the default customer for tickets with no specific customer: Name (for example, "CVG - Clientes Varios Golf"), Tax ID (NIF), Address, City and Postcode.
Save the changes. (Invoices use each customer's real data; this only applies to tickets.)
Step 3 — Accounting accounts per subfamily
Go to Products > Subfamilies.
Edit each subfamily and fill in the Account field with its Prinex accounting code.
Save the changes.
💡 Rollout tip: set up the accounts and the project code together with your accountant before you start. If the account is missing on any subfamily, the export will error indicating which one. After that, maintenance is minimal.
Explanation of each field
Below is a description of each field in the integration: where it is, what it means, its impact on the system, and a usage example (what happens when it is used and how the system behaves).
A) General configuration (Settings > Billing > Prinex)
1. Default accounting account
Description: the customers' accounting account used in the entries (it usually starts with 43).
Impact on the system: it is mandatory. Without it you cannot export either invoices or tickets.
Usage example: you enter the account your accountant indicates (for example, 4300000001).
What happens when it is used: it is included in the file lines as the customer reference.
System behavior: if it is missing, exporting shows "You must configure the default accounting account in the Prinex settings" and the file is not generated.
2. Construction project/promotion code
Description: the Prinex construction project or promotion code that classifies the entries.
Impact on the system: it is optional. If you fill it in, it travels on every line of the file.
Usage example: you enter the code your Prinex team/accountant provides.
What happens when it is used: Prinex assigns the entries to that project/promotion.
System behavior: if you leave it empty, the file is generated anyway without that code.
B) Default customer for tickets
3. Name, 4. Tax ID (NIF), 5. Address, 6. City and 7. Postcode (for tickets)
Description: the data of the generic customer under which the POS tickets that have no specific customer are exported.
Impact on the system: they are mandatory to export tickets (not for invoices). They make up the customer line of the sales file.
Usage example: you set "CVG - Clientes Varios Golf", its tax ID, address, city and postcode.
What happens when it is used: all exported tickets are grouped under that customer.
System behavior: if any is missing when exporting sales, "Missing required Prinex settings" appears with the list of the fields that are missing. Invoices do not use this customer: they carry each customer's real data.
C) Subfamily accounting account (Products > Subfamilies)
Field name: Account (on the subfamily record).
Description: the product's Prinex accounting code (for example, a revenue account 70x).
Impact on the system: it is mandatory on each subfamily that is exported; it identifies the product/concept in the file (detail line).
Usage example: on the green fees subfamily you set its revenue account.
What happens when it is used: each concept of the invoice is issued with its correct account.
System behavior: if a subfamily has no account, the export fails indicating "Missing accounting account for subfamily: …".
D) "Exported to Prinex" (internal flag)
Field name: Exported to Prinex.
Description: a flag that invoices and sales carry to know whether they have already been exported.
Impact on the system: it prevents exporting the same thing twice. It is not filled in by hand.
Usage example: after exporting, the invoices/sales are marked as exported.
What happens when it is used: if you try to re-export something already exported, the system prevents it.
System behavior: the "Reset exports" button (in the Prinex settings) removes this flag from all invoices and sales so they can be exported again.
How to use it day to day (step by step)
Export invoices
Go to Billing > Invoices.
Select the invoices you want to export.
Click "Export to Prinex".
A file will be downloaded that you then import into Prinex.
Export tickets (uninvoiced sales)
Go to Billing > Sales.
Select the POS tickets that have not been invoiced.
Click "Export to Prinex". They are exported under the default customer.
Tickets that already have an invoice are not exported from here: they are exported from Invoices, to avoid duplicating. (If you select one with an invoice, the system warns you.)
Exporting again
If you need to repeat a send, in Settings > Prinex use "Reset exports", which marks all invoices and sales as not exported.
⚠️ When you export, invoices and tickets are marked as exported. Use "Reset" only when you really need to repeat, so you don't duplicate in Prinex.
Limitations to keep in mind
It is a manual, one-way export. It is not automatic or real-time. Prinex does not send anything back.
The file is downloaded and imported into Prinex by hand; Golfmanager does not send it on its own.
Each subfamily needs its accounting account; without it, the export fails.
Already-invoiced tickets are not exported from Sales (they are exported from Invoices).
Invoices/tickets are marked as exported; avoid repeating without control so you don't duplicate.
It does not filter by date: you manually select what you want to export. It operates in euros.
Frequently asked questions
The "Export to Prinex" button does not appear.
It is usually because the Prinex module is not installed or because your user does not have billing permission. Check both; the button appears in the Invoices and Sales lists.
"You must configure the default accounting account in the Prinex settings" appears.
The default accounting account is missing. Go to Settings > Billing > Prinex, enter the customers' account (it usually starts with 43) and save.
I get "Missing accounting account for subfamily: …".
A subfamily of some exported product has no account. Go to Products > Subfamilies, edit the indicated subfamily, fill in the Account field and export again.
It tells me some invoices or sales have already been exported.
Those invoices/sales are already marked as exported and cannot be re-exported to avoid duplicating. If you need to repeat the send, use "Reset exports" in the settings (carefully) and export again.
"Some selected sales already have invoices. Export those from the invoice list instead" appears.
You selected, in Sales, tickets that are already invoiced. Those are exported from Invoices (not from Sales) to avoid duplicating. Remove them from the selection or export them from the invoice list.
When exporting tickets it tells me Prinex settings are missing.
Some default-customer data is missing (name, tax ID, address, city or postcode). Complete them in Settings > Prinex and export again; the message indicates which fields are missing.
The tickets come out with no customer data in Prinex.
It is because the default customer was not properly configured when exporting. Complete the default name, tax ID, address, city and postcode and export again.
Is the file sent to Prinex on its own?
No. Golfmanager generates and downloads the file; you import it into Prinex with its usual procedure. There is no automatic or real-time send.
What is the difference between exporting invoices and exporting tickets?
Invoices are exported from Invoices, with each customer's real data. Tickets (POS sales with no invoice) are exported from Sales, grouped under the default customer. An already-invoiced ticket is exported as an invoice, not as a ticket, to avoid duplicating.
What exactly does the file contain?
For each invoice or ticket it carries a customer line (S), a header line with totals and the VAT breakdown by rate (F) and a detail line per concept with its account and amount (J). It is text separated by semicolons.
Does it support several VAT rates in the same invoice?
Yes. The VAT breakdown supports up to four different rates per invoice; each rate is grouped with its base and its amount.
Can I filter by date when exporting?
There is no date filter in the export: you manually select the invoices or sales. It is best to export by closed periods (month or quarter) using the list filters.
In which currency are the amounts?
In euros.
What is the construction project/promotion code?
It is a Prinex code (codDeObra) that classifies the entries by construction project or promotion. It is optional; if you fill it in, it is included in the file. Agree it with your accountant.
I have duplicate data in Prinex. Why?
Almost always because of re-exporting after a "Reset exports" or importing the same file into Prinex twice. Use "Reset" only when essential and coordinate with your accountant which files have already been imported.
Recommended best practices
Agree the accounts and the project code with your accountant before you start.
Fill in the account on all subfamilies to avoid errors when exporting.
Export by closed periods (month or quarter) and save each file identifying the period.
Do a first test with a few invoices and validate it in Prinex before adopting the procedure.
Use "Reset" with care and only when essential, so you don't duplicate.